Project Planning for Procon Services Ltd †MyAssignmenthelp.com

Question: Discuss about the Project Planning for Procon Services Ltd. Answer: Case study overview: The Procon services ltd. is a consultancy organization. The project has been undertaken for managing the fit outs of the medium sized organization named as Vella IT office. The budget of completing the fit outs for the organization is about to be $ 1.2 M. From which $ 675 K has already been spent by the previous project manager. It has been estimated that from March to June project will be completed but because of the efficiency of the previous project manager the amount of work done till 1st may is ground floor is completed only 75%, Ist floor is near about 25% and same as with the 2nd floor, and the top floor is completed only 50%. In this paper, we are going to propose the effective project planning methodology for analysing the variance of cost and schedule associated with the project completion, and what leadership style should be adopted to motivate the employees to achieve the target of the enterprise. The focus should also be given on managing coordination and cooperation amo ng the team members of the organization. Summary: By analysing the time variance and cost variance, we find that the delay in project completion occurs with the payment of higher cost. By focusing on the previous scheduled time and actual completion of data we find that the project is delayed up to 32 day for completing all the activities of the project and deliver it to the stakeholder for use. It has been found that the rise in cost occur due to the delay of the project completion. It is near about 8000 Rupees. Time Variance Table: Activities Previous scheduled time (days) Actual completion time (Days) Variance (Days) Review of the Vella IT office 5 8 -3 Site work 15 14 1 Foundation activities 18 20 -2 Renovation of the ground floor 17 22 -5 Renovation of the first floor 20 30 -5 Renovation of the second floor 12 18 -5 Renovation of the top floor 5 10 -5 Furnishing 5 4 1 Plumbing 5 3 2 Electrical supply 5 3 2 Development of the telecom infrastructure 3 3 0 Exterior furnishing 2 2 0 Interior furnishing 4 3 1 Final acceptance 4 2 2 Total duration 120 days 152 days 32 days Cost Variance table: The following table shows the factors responsible for the occurrence of variance as expected cost schedule: Cost elements associated with the project completion Changes in the design Problems associated with the building structure Management of the activities is not proper Uncertain conditions Inflation in the rise and fall of the material cost Difficulties in relationship with supplier Planning and designing phase Major - Major - Minor - Problems associated with the building structure Minor Major Minor - Minor - Preparation of the site plan Minor - Minor Major Minor Minor Building and construction phase Major - Major Minor Major Major Use of equipment Major - Minor - Major Minor Management of team coordination Major Minor Major Major Major Minor Cost Variance table: Activities Previous scheduled Cost (Lakhs) Actual completion Cost (Lakhs) Variance (Lakhs) Review of the Vella IT office 80000 95000 -15000 Site work 10000 8000 2000 Foundation activities 20000 22000 -2000 Renovation of the ground floor 40000 48000 -8000 Renovation of the first floor 100000 123000 -23000 Renovation of the second floor 150000 144000 6000 Renovation of the third floor 120000 134000 -14000 Furnishing 200000 234000 -34000 Plumbing 20000 14000 6000 Electrical supply 50000 48000 2000 Development of the telecom infrastructure 50000 66000 -16000 Exterior furnishing 150000 123000 27000 Interior furnishing 200000 212000 -12000 Final acceptance 10000 9000 1000 Total Cost 1200000 1280000 -8000 Additional Information: The new project manager is looking forward for analysing the leadership style adopted by the previous manager and the inefficiency associated with it which results into failure of the project completion on time. He is seeking for the information which helps in motivating the employees to carry over the required work within the allocated time so that the project can be delivered to the stakeholder within the baseline. Leadership style: From the analysis of the case study, we concluded that the Tony Faultier who worked for the company as project manager had adopter the autocratic style of leadership in which he looks upon all the activities and takes decision accordingly (Luca, 2014). The incompleteness of the project helps in determining the inefficiency of the project manager in taking relevant decision. The autocratic behaviour of the project manager creates the problematic scenario for the working employees. The dictatorial representation of the leader creates a feeling of frustration in the working employees. The group members cannot present their ideas, likes, and dislikes associated with the decision (Xiong, 2012). They have to carry out the activities if the decision is given by the manager. The employees have to wait for green signal to carry out the activities and completed it with in time. This was the major cause for the project failure or incompleteness. The knowledge and experience of the group members is completely wasted. The leadership style of the Tony Faultier has to be changed with the democratic leadership style which involves the coordination of the team member for presenting a decision. The involvement of group discussion and suggestion forum brings the feeling of ownership in the participating employees. The decision comes into existence with the active participation of the employees and making majority for taking decision (Anantatmula, 2013). This leadership style helps in presenting new ideas, opinions, thoughts, and ideas for handling complex situation (Turner, 2014). The employees feel happy to remain attached with the decision making platform. The complex problem can be effectively solved with the help of providing quality suggestions and ideas. The team spirit and the feeling of cooperation can be effectively maintained in the working employees. The goals are created for the active participating units. The roles and responsibilities are provided with the acknowledgement of skills and tal ent in the working employees. The achievement of the team members should be motivated and appreciated (Muszynska, 2015). The changes in the working platform of the operation can be effectively managed with the involvement of high skilled employees in the organization. The decision making capabilities of the employees can be enhanced by creating the blanket of ideas and relevant information required for taking effective decision. The new opportunities should be provided to the working employees for increasing the satisfaction of the employee with their job. The team building and their coordination and cooperation helps in solving the issues which are responsible for the delay of the project. No extra cost is incurred on the consultancy hired for providing new ideas to complete the project on time. From the current scenario, we have analysed that the autocratic leadership style affects the moral values of the employees which results into the pitfall in the activities completion. It is recommended to use democratic style of leadership because it helps in providing the organization culture which depends on the pillars of honesty, coordination, trust, ethical behaviour, and loyalty. The active participation of the employees in the decision making scenario provides satisfaction to the decision for completing the work on time. The duties, roles, and responsibilities should be clearly defined to the employees according to their skills and talents. The value and consideration should be given on the views and thoughts of the subordinates. The strategies should be developed for the open communication in the working curriculum of the enterprise. It helps in generating new ideas which are valuable for solving the complex situation of completing the project on time (Rao, 2013). The mutual trust should be created between the employees and the project manager for encouraging cooperation in the process undertaken to innovate the fit out of the enterprise within the baseline. The flaws of the previous project manager can be resolved which helps in managing good communication between the employees. The ethical policies should be undertaken to take ethical decision for enhancing the working style of the enterprise. The cultural values of the working members should not be hurt which exist due to the diversification at work place (Slevin, 2007). The preference should be given on handling the chaos and conflict of the working employees. The proactive action should be taken to manage the risks associated with the development plan of fit outs for Vella IT office. Recommendation: The active participation of the employees helps in managing the blanket of new ideas which provides several alternatives for the completion of the project on time. The employees feel happy to remain attached with the decision making platform. The complex problem can be effectively solved with the help of providing quality suggestions and ideas. The expertise of the employees takes the project on track again for completing the project activities within the scheduled baseline. The fit outs of the Vella office can be completed within the new baseline created for the completion of the project with the deployment of following activities: Identifying the cause of delay in completing the project activities within the time limit. The autocratic leadership style of the manager has to be transformed with the democratic leadership style (Gillard, 2009). Evaluation of the potential issues associated with the completion of the project activities. The ethical guidelines and procedures should be followed to take an ethical decision for the betterment of the working employees. The good work of the employees should be rewarded and appreciated The follow up of rules and regulation Consultation should be taken from the working employees The possible action should be taken for resolving the potential issues of the enterprise The consequences should be measured in terms of probable action taken in completing the project The best alternative should be chosen for completing the project activities on time. Conclusion: From the analysis of the case study, we are able to propose the effective project planning methodology for analysing the variance of cost and schedule associated with the project completion, and what leadership style should be adopted to motivate the employees to achieve the target of the enterprise. References: Anantatmula, V. 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